Executive Assistant and Personal Assistant to CEO

Sorting Robotics Inc. is looking for a highly organized and proactive Executive Assistant and Personal Assistant to the CEO to provide comprehensive support in both professional and personal capacities. This role demands exceptional multitasking skills and the ability to work in a fast-paced environment, ensuring the smooth operation of the CEO's office.

Requirements

• Bachelor’s degree required.
• Tech-savvy and experienced in using chatGPT, Google Suite, Microsoft Office, etc.
• Experience providing strong administrative support to a high-level executive or team is a plus. A background in human resources is a plus.
• Professional demeanor with the ability to interact will all levels, including strong “A” personalities.
• Outstanding verbal and written communications, including well-presented written materials, and editing/proof reading ability.
• Exemplary organizational and time management skills, able to multitask and prioritize to meet deadlines.
• Ability to work independently.
• Accuracy, attention to detail, and timely follow-up on outstanding items.
• Excellent interpersonal skills. Ability to manage sensitive situations with tact and professionalism and maintain confidentiality.
• Sound judgment, capable of analyzing situations and recommending solutions and alternatives.
• Strong initiative and readiness to take on special projects and/or additional tasks, with the ability to prioritize and manage multiple projects simultaneously.

Responsibilities

• Provide prominent level administrative and personal support to the CEO.
• Assist the CEO in contract formation, legal projects, and other business administration duties.
• Incumbent will be working closely with CEO’s business manager, IT personnel, Admin Assistant and HR Manager so an elevated level of professionalism, discretion and trust is absolutely necessary.
• Assisting the CEO in company office tasks including but not limited to: managing lunches for the team, giving tours to guests, maintaining the breakroom, and handling the office administration.
• Responsible for coordinating the CEO’s personal schedule including doctor and dental appointments, creating calendars, etc.
• Collaborate with all vendors including plumbers, carpenters, landscapers, contractors, home security, etc.
• Incumbent must be self-motivated and pro-active about noticing problems in the office and at the home and taking care of them timely and in a cost-effective manner.
• Incumbent will be responsible for extensive booking of meetings and calls between the CEO, clients, and attorneys.
• Incumbent will be responsible for keeping meticulous records and accurate calendar of meetings, calls, personal appointments, etc.
• During any down times you will assist the office with recruitment for the CEO’s business. You must have a passion and ability to source talent and recruit for internal positions.
• Managing and/or contributing to any special business projects as needed.
• Handling the social media accounts of the CEO.

Skills:

• Strong technology background and mastery of technology tools like chatGPT, microsoft excel, and ability to perform deep research in technology.
• Familiarity with phone systems for managing calls and taking accurate messages.
• Projection coordination abilities to assist in managing various projects as assigned by the CEO.
• Personal assistant skills to provide support in personal matters as needed by the CEO.
• Prioritize and manage multiple projects simultaneously.
• This position is NOT remote and requires someone who can work from 8 to 10 hours per day, 5 days a week (sometimes 6 days, if needed).
• Please note that this job description is not exhaustive and additional duties may be assigned based on business needs.

• Bachelor’s degree in Business Administration, Management, or a related field preferred.
• Minimum of 5 years of experience in an executive assistant or similar role.
• Mastery in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Exceptional organizational and time management skills.
• Strong verbal and written communication abilities.
• Ability to remain flexible and adapt to changing priorities.
• High level of integrity and discretion when dealing with personal and confidential information.
• Experience in the technology sector, particularly in the cannabis space, is a plus.
• Ability to work independently and as part of a team.
• Proof of COVID vaccinations

Schedule:

• Monday to Friday
• Weekends as needed

Work Location: Onsite (Van Nuys, CA)

• Compensation: $70K-$95K + Equity + Full Benefits
• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Training & Development
• Free Lunches
• Wellness Resources
• Stock Option Plan